SharePoint as an Information Management Platform
Robert Beach, VP Client Services XMLAW, Inc.
Steve Fletcher, CIO, Parker Poe Adams & Bernstein LLP
Agenda
• Introduction & Objectives• Information Management Requirements for Law
Firms• SharePoint as an Information Management
Platform• Integrating Internal and External Content• Content Targeting• Usability and Content Design• Case Study
Our Session Objectives
1. Learn how to begin using SharePoint as the information management platform for your firm
2. Understand the tools and techniques for integrating internal and external sources of content in your SharePoint portal
3. See how other firms are using SharePoint to aggregate and deliver targeted information to lawyers and staff
Information Everywhere
Word
Excel
PowerPoint
Access
DeltaViewMacros/Templates
Lexis
Westlaw
SummationConcordance
LiveNoteCaseMap
TimeMap
Autonomy / Interwoven
Outlook
LexisNexis InterAction
CarpeDiem/DTE
Thomson Elite
AccuRoute
MDY/LegalKey/Accutrac
Sanction
RingtailFYI
Matter IntakeExtranets
Intranet
VOIP
Compulaw
Firm CommunicationsInternet
RSS
Legal Research
OpenTextAderant CMS Blogs/Wikis
The Problem
• Most firms have hundreds of applications and information sources
• IT has to support them• Lawyers and staff must know how to use them• The volume of internal and external information
will grow exponentially
• The problem gets worse every day
The Results
• Lack of access to information leads to:– Loss of productivity and efficiency– Poor reuse of information, knowledge and expertise– Lost opportunities– Decreased client service– Loss of billable hours
• 1 hour per month x 500 attorneys x $250/hr= $1,500,000 of billable time
The Solution – Effective IM
• Firms must take control of their information• Require technology to manage and distribute a
law firm’s information assets• Need an intelligent layer on top of current
systems, not necessarily replacements• Must integrate, secure, index, categorize and
organize content from multiple sources• Solution must be simple, easy to maintain, user-
centric and part of daily practice
SharePoint as an IM Platform
Content Integration
Search
Content ManagementCollaboration
Workflow
Business Intelligence
Content Integration
• Leverage information in business systems– DMS– Practice Management / T&B– CRM– Other systems
• Incorporate external content– RSS / News– Subscription services– Other web resources
5 Rules for Portal Content
• Real-time• Relevant• Categorized (by practice, department,
office, etc.)• Targeted (by user)• Prioritized / highlighted (by importance,
by timeliness)
The Portal Application
• An approach to integrate content in contextually relevant ways– “My Stuff”– “My Colleague’s Stuff”– “Client Stuff”– “Matter Stuff”– “Practice Stuff”– “Office Stuff”– Etc.
Portal Application Example 1
Portal Application Example 2
Content Targeting
• Deliver content to the right people at the right time
• More important than “personalization”• Target by:
– User / Timekeeper– Role / status in the firm– Memberships (formal and informal)– Date and priority– Location in the portal site
Content Targeting Example 1
Content Targeting Example 2
Content Design
• Need to define– The purpose of each site/page in the portal– What content you have (or want) to deliver– Where that content will be delivered in the portal– Targeting rules and constraints– How disparate content will be “tied” together
• Visual Design and usability of information is as important as the information itself
Content Design Example 1
Content Design Example 2
CASE STUDY